Personalize (with mail merge) documents, e-mail messages, and create labels and envelopes using Business Contact Manager records

You can use the mail merge* feature in Microsoft Office Word 2007 or Office Publisher 2007 to create personalized letters or e-mail messages, as well as mailing labels and envelopes from the data in your Account or Business Contact records.

In this article

Use mail merge* in Word* to create a document or e-mail message addressed to Accounts or Business Contacts

Use mail merge* in Publisher* with a publication targeted toward Accounts or Business Contacts

Use mail merge* in Word* or Publisher* through a Marketing Campaign

Print mailing labels using Account, Business Contact, or Business Lead records

Print envelopes using Account, Business Contact, or Business Lead records

Use mail merge* in Word* to create a document or e-mail message addressed to Accounts or Business Contacts

Note: For help with using mail merge* in Word 2007, see Use mail merge to create and print letters and other documents and Use mail merge to send personalized e-mail messages to your e-mail address list.

In Word 2007, either create a new document, or open an existing one.

Note: To create a new mail merge* document, click the Mailings tab. On the Ribbon, in the Start Mail Merge group, click Start Mail Merge, and then select the type of document you want to create.

1. In an existing document, click the Mailings tab.

2. On the Ribbon, in the Start Mail Merge group, click Select Recipients, and then click Select from Outlook Contacts.

3. In the Select Contacts dialog box, select the Business Contact Manager folder you want to use, and then click OK.

4. In the Mail Merge Recipients list, click the options that you want to use to refine the recipient list.

   To remove a recipient from the list, clear the check box of the recipient, and then click OK.

5. To insert fields from your records in Business Contact Manager for Outlook into the document, on the Ribbon, in the Write & Insert Fields group, click either Address Block, Greeting Line, or Insert Merge Field.

   Note: You can only insert fields that are included by default in your Business Contact Manager records. You cannot insert user-defined fields.

   Business Contact fields for use in mail merge* documents

   These are the fields from the Business Contact form that you can use when creating a mail merge* document in Word 2007.

   • Last

   • First

   • Title

   • Company

   • Department

   • Phone

   • Mobile Phone

   • Pager Phone

   • Home Phone

   • Assistant Phone Number

   • Business Fax

   • Home Fax

   • Other Fax

   • Telex Number

   • Display Name

   • Email Address

   • Assistant

   • Primary

   • File As

   • Web Page

   • Business Address Street

   • Business Address City

   • Business Address State

   • Business Address Postal Code

   • Business Address Country/Region

   • Job Title

6. To see what the document will look like, on the Ribbon, in the Preview Results group, click Preview Results.

7. On the Ribbon, in the Finish group, click Finish & Merge, and select how you want to produce the document.

   Tip: If you are using these letters or messages to market your products or services, you may want to create a Marketing Campaign so you can track the results of your document,

To create a Marketing Campaign from your merged document, in Word, on the Mailings tab, in the Marketing group, click Create Campaign. A Marketing Campaign form opens in Outlook. For more information about completing the Marketing Campaign form, see Marketing Campaign form General View in Business Contact Manager.

You can also use the E-Mail Marketing Service to send and track targeted e-mail messages to your Accounts or Business Contacts, as well as other distribution lists.

Note: If you use the E-Mail Marketing Service, you cannot use mail merge* in Publisher to create your e-mail message. For more information about the E-Mail Marketing Service, see Using the E-Mail Marketing Service in Business Contact Manager.

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Use mail merge* in Publisher* with a publication targeted toward Accounts or Business Contacts

Note: For help with using mail merge in Publisher 2007, see Create a mail merge in the Publisher 2007 Help.

1. In Publisher 2007, either create a new publication or open an existing one.

2. On the Tools menu, point to Mailings and Catalogs, and then click Mail Merge.

3. Follow the steps in the Mail Merge Task Pane.

   1. Step 1: Create recipient list    

      1. Click Select from Outlook Contacts, and then click Next.

      2. Select the Business Contact Manager folder you want to use.

      3. In the Mail Merge Recipients dialog box, sort or filter the list to select the names you want to use.

   2. Step 2: Prepare your publication    

      1. In the Mail Merge task pane, drag the Account or Business Contact fields to their new location in the publication.

      2. Click Preview recipient to see what the publication looks like for each recipient.

   3. Step 3: Create merged publications    

      1. Select how to create your merged publications.

      2. Select what to do with your new recipient list.

      3. Select whether to track this through Business Contact Manager for Outlook, which will open a new Marketing Campaign form.

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Use mail merge* in Word* or Publisher* through a Marketing Campaign

1. On the Business Contact Manager menu, click Marketing Campaign, and then click New.

2. Create a new Marketing Campaign, selecting as a Marketing Campaign type either Direct Mail or E-mail, so that you can use mail merge* in Word* or Publisher*.

3. Under Who will see it?, select an existing list of names or create a new list.

   Tip: You can modify this list by clicking Review and Filter.

4. Under How will they get it?, select either Word Mail Merge or Publisher Mail Merge.

5. Under What will they get?, browse for an existing file in either in Word* or Publisher*. If you want to change the file, click Edit.

6. In the Ready to launch box, click the Launch button.

7. Your file opens in in Word* or Publisher* with the Mail Merge Task Pane also open. Your document has been completed.

8. To continue, see the following instructions for previewing and printing in Word 2007.

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Print mailing labels using Account, Business Contact, or Business Lead records

Note: For help with printing labels in Word 2007, see Create and print labels for a mass mailing.

1. Start Word 2007.

   A blank document opens by default.

2. Click the Mailings tab.

3. In the Ribbon, in the Start Mail Merge group, click Start Mail Merge.

4. Click Labels.

5. In the Label Options dialog box, select the options that you want, and then click OK.

6. In the Ribbon, in the Start Mail Merge group, click Select Recipients.

7. Click Select from Outlook Contacts.

8. In the Select Contacts dialog box, click the Business Contact Manager folder that you want to use, and then click OK.

9. In the Mail Merge Recipients list, all the names are selected by default. Click to clear the check box of the names that you do not want to print, and then click OK.

10. Click the initial label in the Word document.

11. On the Mailings tab, in the Write & Insert Fields group, click Address Block.

12. In the Insert Address Block dialog box, click the options that you want, and then click OK.

13. On the Mailings tab, in the Write & Insert Fields group, click Update Labels.

    The content of the first label is replicated to all the other labels.

14. If you want to preview the labels, in the Preview Results group, click Preview Results.

15. To print the labels, in the Finish group, click Finish & Merge, and then click Print Documents.

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Print envelopes using Account, Business Contact, or Business Lead records

For help with printing envelopes in Word 2007, see Create and print envelopes for a mass mailing.

1. Start Word 2007.

   A blank document opens by default.

2. Click the Mailings tab.

3. In the Ribbon, in the Start Mail Merge group, click Start Mail Merge.

4. Click Envelopes.

5. In the Envelope Options dialog box, select the options that you want, and then click OK.

6. In the Ribbon, in the Start Mail Merge group, click Select Recipients.

7. Click Select from Outlook Contacts.

8. In the Select Contacts dialog box, click the Business Contact Manager folder that you want to use, and then click OK.

9. In the Mail Merge Recipients list, all the names are selected by default. Click to clear the check box of the names that you do not want to print, and then click OK.

10. Click the section where the recipient's addresses will be listed.

11. On the Mailings tab, in the Write & Insert Fields group, click Address Block.

12. In the Insert Address Block dialog box, click the options that you want, and then click OK.

13. In the Ribbon, in the Preview Results group, click Preview Results.

14. In the Ribbon, in the Finish group, click Finish & Merge, and then click Print Documents.

*Mail merge requires Publisher or Word. The stand-alone edition of Microsoft Office Outlook 2007 with Business Contact Manager can be used with the 2007 or 2003 versions of Publisher and Word. The procedures shown apply to Publisher 2007 and Word 2007. See Help in Publisher 2003 and Word 2003 for information about how to use mail merge.

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